Council action is recommended to enter a contract with Invoice Cloud for electronic invoicing and point of sale payment processing services for a period of three (3) years. At the sole option of the City, this agreement may be renewed for additional annual periods with approval of the City and the provider.

The City previously purchased a cashiering system through N. Harris Computer Corp, called iNovah, which it had been utilizing for processing of all point-of-sale payments in City Hall, Parks, Municipal Court, and for utility payments. The utility system Advanced Utility Systems CIS Infinity program, which is the utility billing software used by the City, has the ability to directly communicate with only two stand-alone cashiering systems, which avoids duplicate entry of payment information. Those two cashiering systems are Invoice Cloud and Paymentus. Staff has solicited a proposal for services and pricing from both possible vendors. Paymentus was unable to provide a fully functional solution, whereas Invoice Cloud was able to meet the needs of the City. Staff then negotiated pricing as well as terms and conditions of a contract with Invoice Cloud, which are attached hereto and incorporated herein by this reference. Staff requests permission of Council for Chief Financial Officer to execute said contract on behalf of the City.

Technology Services staff has thoroughly reviewed the system specifications and contacted numerous referrals with positive results and believes this solution will serve in the best interest of the City.

The fiscal impact to the City, based on the average point of sale transactions over the last eleven (11) months, would result in an annual savings of roughly $30,000.00 as the proposed provider does not charge an annual maintenance fee for its platform. Funding is included in the fiscal year 2022/23 adopted budget.